GRANTS/FISCAL MANAGER/BOOKKEEPER

The Ohio Coalition for the Education of Children with Disabilities (OCECD) is seeking a Grants/Fiscal Manager/Bookkeeper to join our team. Our organization is looking for an individual who wishes to use their skills to assist us in meeting our duties as a non-profit organization and our responsibilities as the Parent Training and Information Center for Ohio (PTI). OCECD is a statewide nonprofit organization that serves families of infants, toddlers, children, and youth with disabilities in Ohio, and the educators and agencies who provide services to them.

GRANTS/FISCAL MANAGER/BOOKKEEPER

Basic Function:


The Grants/Fiscal Manager/Bookkeeper is a member of the OCECD administrative team and is responsible for researching, preparing, submitting, and managing grant proposals/reports that support agency goals and meet funders’ guidelines and criteria. This person serves as one of the primary grant writers, manages funder relationships, engages in compliance reporting, supports special project initiatives, tracks the drawdowns and expenditures of our grants/contracts for compliance, keeps records to prepare for the annual Single audit, submits the Ohio Annual Report, guides and supports OCECD in meeting fiscal and HR policies and guidelines, makes sure that all OCECD payables/receivables are processed in a timely manner, reviews all grant/contract programs within any current audit period, ensures all deadlines are met and guidelines are followed (for internal operations, staff, and grants/contracts), and looks for new grant opportunities appropriate for our organization. This position requires strong writing, data analysis, program budgeting, project management skills, with an emphasis on outcomes measurement.


Key Responsibilities:



  • Assists the Executive Director and Assistant Director with grant proposal development and submission, preparing and organizing materials for proposals, and submitting and monitoring grant applications, including:
    • Researching new funding and business development opportunities on a local, state, and federal level.
    • Collaborates on drafting proposals or applications, including fiscal pieces such as determining staff FTE, personnel loading charts, and budgets.
    • Submitting grant applications on behalf of OCECD via paper or online portals.
    • Facilitating grant contracts/agreements with grantors, also with subcontractors.
    • Developing/Reviewing MOUs with subcontractors.
    • Maintaining calendar of grant deadlines, prospects, and all associated files and correspondence.
    • Maintaining internal records of supporting documents, including staff resumes, bios, IRS forms, Board/staff lists, etc.
  • Daily operations, as related to grants, contracts, finances, and HR for our organization that meet high standards of effectiveness, timeliness, and completeness, including:
    • Receives and gets approval for accounts payable invoices; enters into QuickBooks and prints checks for signer. Ability to also use online banking procedures to issue checks, if process is set up to do so. Provides documentation with invoice for appropriate record keeping.
    • Requesting reimbursements and drawdowns as needed.
    • Invoices all grant/contract/vendors/suppliers in a timely manner.
    • Copies invoices and check stubs and files according to grant/contract for audit and filing requirements.
    • Reconciles all bank statements and enters interest upon receipt.
    • Communicates (both in verbal and written form) with staff, grantors, contractors, subcontractors, suppliers, vendors, and banking contacts.
    • Keeps track of OCECD assets.
    • Prepares appropriate schedules and reports as requested by Executive Director, Assistant Director, Governing Board, for internal monthly fiscal meetings.
    • Conducts a formal month-end closing, leading to the year-end audit preparation.
    • Prepares deposits and posts accounts receivables by grant/contract.
    • Coordinates salary and fringe costs in Excel spreadsheet, broken down by grant/contract.
    • Monitors budget line items regularly to keep Executive Director and Assistant Director apprised of balances monthly to manage the grant/contract funds.
    • Tracks employee sick and vacation days as a liability in two spreadsheets to enter into QuickBooks.
    • Researches opportunities for investments.
    • Maintains a list of all of OCECD’s accounts and investments, tracks when accounts need action taken (for example, if a CD comes due), and informs Directors.
    • Receives and reviews broker statements and all asset accounts.
    • Provides all materials needed for Single Audit and accounting review.
    • Generates 1099s.
    • Files Ohio Annual Report.
    • Reviews all contracts prior to signature.
    • Monitors and maintains files of contracts with OCECD.
    • Per policy, processes staff travel, and reimbursement forms, collects documentation by staff; maintains records of travel and reimbursement.
    • Prepares yearly staff calendar, issues to staff (July 1-June 30).
    • Develops/Reviews MOUs for projects, as needed.
    • Invoices conference participants for registration fees.
    • Assists with the data collection process (informs data collection team of items needed and deadlines that data needs to be provided to grants/fiscal manager/bookkeeper), so that reporting for projects/contracts can occur.
    • Prepares and maintains OCECD Accounting Manual.
    • Annual review of all OCECD fiscal and HR policies, updates as needed.
    • Monitors postage and maintains adequate funds in the account.
    • Submits monthly and annual reports to grantors.
    • Provides in-house function for HR, processing changes in the ESC Hires system.
    • Assists with the process of hiring, resignation, and retirement (to educate staff person, ensure questions are answered, appropriate documentation is provided to the ESC and in the ESC Hires system).
    • Attends OCECD Executive Committee Meetings and presents fiscal materials to the committee. Answers questions regarding OCECD finances.
    • Ability to use and navigate online reporting systems for federal/state grants.
    • Prepares for annual audit and reports findings to Executive Director and OCECD Executive Committee, coordinates accountants’ attendance at committee meeting to discuss reports and findings.
    • Collaborates with staff and board members to ensure grant compliance; prepares internal status reports for cost allocation.
    • Issues thank-you and in-kind-donations letters.



Specific Job Requirements:


  • Degree in accounting or finance is required.
  • At least one year of experience in finance at a nonprofit.
  • At least one year of grant writing experience.
  • At least one year of experience with grant monitoring for compliance within an organization.
  • At least one year of experience with federal and state grants; experience with federal grant systems and state grant systems.
  • Demonstrated analytical and persuasive writing skills experience, as well as superior editing skills, including ability to convey complex information in a clear manner to a diverse audience.
  • Strong administrative skills and self-motivated with the ability to set priorities and manage multiple tasks under minimal supervision in an effective and efficient manner.
  • Intermediate to expert skills in Microsoft Office, QuickBooks, and Acrobat.
  • Ability to work under pressure and respond to deadlines without sacrificing quality.
  • Ability to answer questions to stakeholders and staff regarding fiscal pieces in a friendly, easy to understand manner.
  • Demonstrated interest in the mission, vision, and values of OCECD



The intent of this description is to provide a representative summary of duties and responsibilities that will be required of the position given this title and shall not be construed as a declaration of the specific duties and responsibilities in entirety. Employee may be requested to perform job-related tasks other than those specifically presented in this description that align with the nature and work of a position with this job title.


Position is full-time with benefits; salary is based upon OCECD salary schedule and experience. A home office is required for this job, work week may be split between working from home and working from our Executive Office in Marion, OH, as needed (this schedule will be determined by the Directors and candidate selected for employment). May require additional travel to participate in Governing Board meetings or other meetings, on occasion. To learn more about our organization, our mission, and our work, please visit: https://www.ocecd.org/AboutUs.aspx. OCECD is an equal opportunity employer. Our organization celebrates diversity and is committed to creating an inclusive environment for all employees.


Interested applicants should send a cover letter, their resume, and a copy of transcripts (unofficial) to the Executive Director, Dr. Lisa Hickman at lisah@ocecd.org. Review of applications will begin November 1, 2021, and continue until the position is filled.